Assistant to the Dean

Stevenson University

Maryland

On-site

USD 50,000 - 53,000

Full time

14 days+

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Job summary

A prominent educational institution in Maryland seeks a dedicated Administrative Assistant for the Dean's Office within the School of Nursing and Health Professions. Candidates should have a Bachelor's degree and relevant experience. Responsibilities include supporting the Dean, coordinating events, and managing communications. The role demands excellent organizational and communication skills, proficiency in MS Office, and the ability to handle confidential information. The anticipated salary range is $50,000 - $53,000 annually.

Qualifications

Bachelor’s degree and two years of related experience required.
Experience in an academic environment preferred.
Skills in managing office supplies and communications.

Responsibilities

Provide administrative support for the Dean's Office.
Coordinate and facilitate events for the School of Nursing.
Manage faculty profiles and school-related social media.

Skills

Interpersonal skills

Customer service skills

Written and oral communication

MS Office 365 proficiency

Organizational skills

Education

Bachelor's degree

Tools

Excel

PowerPoint

Outlook

Job description

Find Your Role: We strive to achieve an environment and an atmosphere that supports, challenges, and inspires every individual on campus. Learn how the Stevenson Way makes this effort possible and how you can become part of a great place to work.

Department School of Nursing & Health Professions: Dean's Office

Position Summary

Under the direct supervision of the Dean, this position provides administrative support for all activities in the School of Nursing and Health Professions ( SNHP ). Responsibilities include supporting the dean and academic program administrators in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support and planning for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, and clerical duties. Independent judgment is required to plan, prioritize and organize diversified workload with designated deadlines. Some evening and weekend hours may be required.

Education/Experience

Bachelor’s degree plus two years related experience with progressively more responsible duties, or an equivalent combination of education and experience. Preference given for related work experience in an academic environment.

Knowledge/Skills/Ability

Exceptional interpersonal, cultural competency, and customer service skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Exceptional skills in handling spreadsheets, budgets, department invoices and related analytical tools.
Exceptional written and oral communication skills; strong command of grammar and English usage, to include accuracy in proofreading, composing correspondence, editing and typing.
Expert knowledge of MS Office 365, including: Word, Excel, Outlook, PowerPoint, etc., the internet, and other relevant software. Ability to operate and maintain standard peripheral office equipment; fax, printer, multiple phone lines, copier, etc.
Exceptional skill in prioritizing workflow and managing resources.
Ability to take initiative and act with unquestionable integrity and a strong sense of professional ethics.
Ability to manage multiple tasks under pressure and adapt to rapidly changing priorities, while adhering to deadlines.
Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information.
Ability to research and resolve office management problems and questions.
Ability to take initiative and work independently to accomplish work assignments.
Highly organized with critical focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow.
Commitment to integrity, excellence, learning, and community.
Ability to travel between campuses as needed.
Ability to work evenings and weekends as needed.

Physical Requirements

Sedentary work with occasional need for medium work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sitting, standing, walking, talking, hearing, keyboarding, and repetitive motions. Close visual acuity. Subject to inside and outside environmental conditions, and an office location with potential exposure to science laboratories, chemicals and chemical processes, biologicals and biological processes and magnetic field. Position requires additional hours for meetings and events, including days, evenings, and weekends.

Essential Functions

Provide administrative support for the BSNHP Dean’s Office including supporting the Dean and the Academic Program Administrators for Nursing.
Facilitate all BSNHP events, including but not limited to scheduling rooms, arranging set-up, coordinating catering needs, sending invitations as appropriate, and preparing materials such as programs, handouts, and/or agendas.
Manage faculty/staff profile pages, portal page, social media, and newsletters for the BSNHP as appropriate, including regular updates and the posting of new content.
Manage scheduling of BSNHP spaces, including maintenance of a schedule of all events in these spaces. Serve as a point of contact for Conference Services in relation to events scheduled in BSNHP spaces.
Serve as the BSNHP liaison to all departments and vendors on campus, including Sodexo, Campus Safety, Conference Services, Facilities, OIT , and others.
Maintain data and documents related to accreditation of BSNHP academic programs.
Effectively supervise graduate and undergraduate students as assigned.
Assist in data collection and the generation of reports for internal and external constituencies as requested.
Process financial transactions including expense reports, travel reports, and vouchers, and miscellaneous bills; maintain school’s financial records, and the monthly reconciling of the Dean’s budgets.
Serve as initial contact for faculty, students, parents, and the general public. Provide general information to and respond to queries concerning policies and procedures from students, alumni, members of the school, administration, advisory board, various other schools and departments, and the community in general.
Communicate directives, instructions, messages, and information from the Dean to appropriate individuals and groups as requested.
Maintain inventory of office supplies; order and distribute office supplies as needed by faculty and staff in the school.
Maintain and update Dean’s Office files including confidential employee and student records.
Assess needs and prepare for incoming faculty and staff, including assignment of office space, telephone service, supplies, and furnishings and arrangement of any needed training.
Manage the Dean’s calendar in MS Outlook, ensuring accuracy and attention to detail; make travel arrangements.
Ensure the preparation and publication of the BSNHP student policy manuals and/or guidebooks annually by the established deadline.
Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in a busy environment.
Attend required meetings and record and prepare minutes as requested for programmatic record-keeping.
Maintain and update school and departmental email lists at least twice annually (in fall and spring).
Maintain master calendar of BSNHP activities.
Ensure that BSNHP Standard Operating Procedures ( SOP ) are in place and up to date, and create new SOPs as needed to support workflow and operations.
Obtain, organize, and share Academic Affairs documents with the Provost’s Office as requested.
Work with the Provost’s Office on university initiatives and events as requested.
Demonstrate professionalism in communication and appearance when interacting with internal and external BSNHP customers.